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Governance
TERMS OF REFERENCE
Revised on October 27, 2022, V.7
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1. PURPOSE:
Governance Committee: provides overarching Governance for the strategic direction of the Technology Platform and ensures alignment and coordination of IT operational services and Product Roadmap with the overall strategic mission, vision, goals, and needs of end-users.
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The committee charge does not include oversight of Technology Services and divisional operating budgets, hiring and appointments, and departmental priority setting.
2. COMPOSITION:
The Committee comprises three levels of Governance: Multi-Divisional Executive Steering Committee, Software Sustainment Committee & Divisional Steering Committees. These three governance levels will continue to align with the EWMS Program Governance for implementation efforts until the program ends and the below-outlined levels carry on.
2.1 - Multi-Divisional Executive Steering Committee:
Provides strategic direction as a decision-making body that supports the use of Technology Platforms. The Committee plans and oversees the continued enhancement of the technologies through a centralized sustainment service as part of a community of practice. It is aligned with the Capital Program Executive Committee.
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Provides strategic direction as a decision-making body that supports the use of Technology Platforms
2.2 - Software Sustainment Committee:
Collaborates with significant stakeholders and subject matter experts when assessing and recommending the current and future state of the Technology Platforms. The Software Sustainment Committee provides appropriate level information to the Multi-Divisional Executive Steering Committee for input and final decision-making. The Committee evaluates and presents options and recommendations, including technology use standards and policies, overseeing prioritization, and addressing constraints by removing barriers and streamlining processes.
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Special working groups maybe created and required to report back to the other governance teams. These groups may focus on the Program, Enterprise Architecture Review Board, Enterprise Strategic Planning, Roadmap & Quarterly Work Plans, Compliance, Technical Development Standards, Business Process Optimization, Performance Measurement, Release Management & Centre of Excellence. Please note that Divisional SMEs will participate based on the subject at hand.
2.3 - Divisional Steering Committee(s):
Work with the Sustainment Team to manage change requests, including assessment, prioritization, and oversight, to allow continued enhancement capabilities within the technology platform. Information is shared with the Advisory Committee to provide options and recommendations.
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Each division establishes membership. Technology Services will have representation in this governance team to provide updates, address issues or provide consultation. Business Application Services Manager(s) and Supervisor will be these members. The division may decide to join steering committees with existing project committees within the divisions. In cases such as these, the committee will set aside time to address sustainment and operational-related items as it relates to the technology platform. In this case, once all project related deliverables have been met, the focus will continue in ensure that sustainment activities are governed.
3. DUTIES & RESPONSIBILITIES WITHIN THE EXECUTIVE, SOFTWARE SUSTAINMENT & STEERING COMMITTEES:
The sustainability governance goals are to standardize and centralize the enterprise sustainment services, enabling better strategic planning, improving top-level decision-making, and reducing the overall cost. The governance team's duties and responsibilities will be shared amongst all the roles to achieve these goals. The positions listed are typical to all levels of Governance.
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Enforcement through technical controls and nontechnical processes
4. MEETING CADENCE & AGENDA TOPICS:
Multi-Divisional Executive Steering Committee
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Proposed Change Requests and Enhancement, Service updates on sustainment metrics, sprint, and quarterly work planning, and results. Information shared on current open issues and risks.
5. REPORTING
At the following committee meeting, a presentation during the meeting will summarize work since it was last reported, including what the is bringing forward for discussion or approval, along with a written summary in advance of the meeting as an electronic agenda. Minutes will also be posted on the Knowledgebase available to all members.
6. RESPONSIBILITY FOR POLICY REVIEW
The Committee is responsible for reviewing at least every two years, and more frequently, if deemed necessary (e.g., based on legislative changes or development in Governance best practices), the following Board and Board-approved organizational policies.
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